Novatract Media
For cosmetic clinics & med spas

More booked, pre-paid appointments for your clinic, on a system you can see.

Novatract Media fills cosmetic clinic calendars with CRAFTED, a seven-step method that connects a first-client offer, past-client reactivation and lead generation ads to automated follow-up and deposit-secured bookings.

See how CRAFTED works
First-client voucher offersDatabase reactivationFacebook & Instagram lead adsAutomated SMS & emailAppointment settingDeposits via Stripe

The CRAFTED methodology

Seven steps, each feeding the next: from defining the offer to delivering appointments, retention and a stronger online presence.

CClarifyRReactivateAAdvertiseFFollow upTTrainEElevateDDeliver results

CClarify

Every campaign starts with clarity on three things:

  • Your treatment, its process and its benefits.
  • Its target audience and their pain points.
  • A unique first-client voucher offer that people won't find anywhere else.
Body sculpting voucher offer creative
A first-client voucher offer for a body sculpting treatment.

RReactivate

Before spending on ads, we bring your past-client database back with the voucher offer. An automated campaign fills your calendar with people who already know you.

Database reactivation offer blast workflow in the CRM
Database reactivation campaign workflow.

AAdvertise

Facebook and Instagram lead generation ads capture new leads directly inside the platform. We optimize toward a target of €2 to €8 for each person who claims the offer.

Facebook lead generation ad
Lead generation ad.
Instant form flow to claim the offer
Instant form to claim the offer.

FFollow up: automated and personalized

The core of the system. No lead is left waiting, and every booking is confirmed with a deposit.

1. Instant confirmation

As soon as a lead claims the voucher, an SMS and an email confirm it and open the conversation.

2. Appointment setter alerts

At any point (no reply, a negative reply or a request to book), our appointment setter is notified to call the lead or schedule a call.

3. Structured calling

We call each prospect up to nine times during the first week after they claim the voucher, following tested call and text scripts.

4. Deposit and reminders

Leads who book pay a deposit into your own Stripe account and enter an automated confirmation and reminder sequence, so you keep their card on file and cut no-shows.

5. Synced calendar

Your Google Calendar is linked to the CRM calendar, so every appointment lands in real availability.

Our standard

What we consider a pre-paid client

  1. Educated on the treatment or service.
  2. Area of concern identified.
  3. Expectations set: treatments need maintenance and commitment, not a single session.
  4. An up-front, non-refundable deposit collected to secure the appointment.
  5. Client file created and added to your calendar through our CRM.
Lead conversation with SMS, email and voicemail
Instant SMS, email and voicemail to each lead.
Workflow that notifies the appointment setter
Reply detection and setter alerts.
Appointment confirmation and reminders workflow
Confirmation and reminders.
Appointment setting script
Call and text scripts.
CRM calendar synced with Google Calendar
Synced booking calendar.
Stripe integration for deposits
Deposits through your Stripe account.

TTrain

Great leads need a great consultation. We train your team on:

  • Sales skills for consultations and package upsells.
  • Your client retention system, with a front-desk and retention guide built for cosmetic clinics.
Cosmetic clinic sales, front desk and retention training guide
Sales, front desk and client retention training guide.

EElevate

We grow your local SEO with Google Reviews, requested automatically from past clients and from new clients after their first appointment.

Automated Google review request message
Automated review request.

DDeliver results

The goal of every step: consistent appointments, stronger client retention and an enhanced online presence for your clinic, so you spend your time on treatments, not on chasing bookings.

What it means for your clinic
  • Bookings on autopilot, handled by our appointment setting team.
  • Deposits that filter out no-shows and tire-kickers.
  • More Google reviews and more organic visibility.
  • Better retention through SMS, email and staff training.

How we work

A mix of done-for-you and done-with-you. The best results come when agency and clinic work toward the same goal: the growth of your business.

Done for you

We run it

  • Ads and database reactivation
  • Outbound calling and appointment setting
  • Funnels, tracking, texts and emails
  • Google Reviews campaigns
  • Ongoing iteration
Done with you

We build it together

  • Asset provision and branding support
  • Consultation and sales training
  • Client retention training

The team

Founder & sales

Álvaro Fernández

Methodology, offers, CRM and automation, client partnerships.

Media buying

David Espinal

Facebook and Instagram lead generation campaigns.

Appointment setting

María Soledad

Calls, confirmations and deposit collection.